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MUNICIPAL COUNCIL
AGENDA
Thursday, April 29, 2021
Via Facebook Live
Office Location: 151 King Street, Chester, NS
1. MEETING CALLED TO ORDER
2. APPROVAL OF AGENDA/ORDER OF BUSINESS
3. INTRODUCTION OF VOLUNTEER NOMINEES FOR 2021
8:45 a.m. – Paul Rowe
8:50 a.m. – John Chandler
9:00 a.m. – William Burns
4. PUBLIC INPUT SESSION (15 minutes)
5. MINUTES OF PREVIOUS MEETING
5.1 Council – April 15, 2021.
6. COMMITTEE REPORTS
6.1 Committee of the Whole (recommendations for approval) – April 22, 2021 – Warden
Webber.
6.2 Any Other Committee Meetings.
7. PUBLIC PRESENTATIONS
8. MATTERS ARISING
8.1 Information Report prepared April 19, 2021 – Corporate and Strategic Management –
COVID 19 Business Support Program – Social Media Training Results.
8.2 Request for Decision prepared April 14, 2021 – Infrastructure and Operations – Excavator
replacement for Kaizer Meadow Environmental Management Centre.
8.3 Request for Decision prepared April 22, 2021 – Corporate and Strategic Management –
Expansion of community garden.
9. CORRESPONDENCE
Page 2 of 2
9.1 Proclamation request to proclaim May 2021 as Lyme Disease Awareness Month from the
NS Lyme Support Group.
10. NEW BUSINESS
10.1 Emergency Grant Assistance Fund Request – FHCS Grade 12 Prom - $2,500.
10.2 Request for Decision prepared April 22, 2021 – Corporate and Strategic Management –
Economic Development Sponsorships:
a. Swing for Shoreham Golf Tournament - $700.
b. Golf 4 Charity Event - $100.
11. IN CAMERA
12. ADJOURNMENT
125
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COUNCIL MEETING
Via Facebook Live from 151 King Street, Chester, NS
On Thursday, April 15, 2021
MEETING CALLED TO ORDER
Warden Webber called the meeting to order at 8:47 a.m.
Present: District 1 – Councillor Veinotte District 2 – Deputy Warden Shatford
District 3 – Councillor Barkhouse District 4 – Warden Webber
District 5 – Councillor Assaff District 6 – Councillor Connors
District 7 – Councillor Church
Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer
Chad Haughn, Director of Community Development and Recreation
Solicitor: Samuel Lamey, Municipal Solicitor
APPROVAL OF AGENDA/ORDER OF BUSINESS
Amendments:
Request for Decision prepared April 14, 2021 – Finance & Information Services –
Temporary Borrowing Resolution.
Councillor Church – Citizens Landfill Committee update.
2021-154 MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff the agenda
and order of business for the March 25, 2021 Council meeting be approved as
amended. ALL IN FAVOUR. MOTION CARRIED.
INTRODUCTION OF VOLUNTEER NOMINEES FOR 2021
Chad Haughn, Director of Community Development and Recreation was present to introduce
and read the bios of the following volunteers:
Marty Murphy – Nominated by the New Ross Farmers Association.
Suzanne Isaacs – Nominated by Our Health Centre.
Carol Vaughan – Nominated by Aspotogan Arts and Crafts.
Council (continued) April 15, 2021 126
John Mosher – Nominated by Aenon Baptist Church.
Warden Webber thanked each volunteer for their time, effort, and contributions for the
betterment of their community and the entire Municipality. The Municipality would not be the
same without volunteers in our communities.
Bios of each nominee can be found at the end of these minutes.
PUBLIC INPUT SESSION
Jennifer Webber, Communications Officer read an email from Matt Collins regarding barking
dogs and a 15 minute limit regarding enforcement.
Chad Haughn, Director of Community Development and Recreation indicated that staff only
became aware of the question last evening; he will determine and answer and get back to Mr.
Collins.
MINUTES OF PREVIOUS MEETINGS
5.1 Council – March 25, 2021.
2021-155 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse the
minutes of the March 25, 2021 Council meeting be approved as circulated. ALL IN
FAVOUR. MOTION CARRIED.
COMMITTEE REPORTS
6.1 Committee of the Whole (recommendations for approval) – April 8, 2021 – Warden
Webber.
2021-156 MOVED by Councillor Barkhouse, SECONDED by Councillor Church the
recommendations of the April 8, 2021 Committee of the Whole be approved as
follows:
2021-151 – “… temporarily suspend enforcement of the Land Use By-Law regarding
outdoor cafes, and it is further recommended that the program be extended from
April 15 to November 15, 2021 and direct staff to begin work on a stand-alone By-
Law to cover 2022 and beyond, so that businesses need only apply annually for an
outdoor dining license.”
2021-152 – “… direct staff to move forward with an amendment to the Land Use By-
Law to remove the reference of the requirement of 29,000 square feet size
Council (continued) April 15, 2021 127
requirement and instead replace that number with “as per NS Department of
Environment”. ALL IN FAVOUR. MOTION CARRIED.
ALL IN FAVOUR. MOTION CARRIED.
6.2 Lunenburg County Seniors’ Safety Program March 2021 Report – Councillor Connors.
Councillor Connors briefed Council on the March 2021 report, indicating that she would
entertain any questions from Council.
6.3 Landfill Monitoring Committee – Councillor Church.
Councillor Church briefed Council on the March 29th meeting noting that toxicity tests are good
– there are no mortalities in trout or other fish habitats. They will be having a tour for their next
meeting.
6.4 South Shore Housing Action Coalition – Councillor Assaff.
Councillor Assaff indicated that during the last Zoom meeting he had issues with audio so did
not hear all that was discussed. He noted that the organization will be developing a toolbox to
present to Councils and have written a letter to the Affordable Housing Committee regarding
membership.
6.5 Mayors and Wardens – Warden Webber.
Warden Webber indicted that Mayors and Wardens met yesterday. There were no items to act
on, but he will provide a report for Council in the coming weeks.
Councillor Connors asked if the group had presentations and Warden Webber indicated that
they did. She noted that the committee she is on that recommends Community Spirit Awards
would like to make a presentation to Mayors and Wardens and the NSFM.
PUBLIC PRESENTATIONS
There were no public presentations.
MATTERS ARISING
8.1 Second Reading – Amendment to By-Law 74 – Tax Exemption for Tax Exemption for
Charitable, Non-Profit Organizations, Municipal Water Utilities and Licensed Day Cares –
Addition of Chester Garden Club (Account 05053455) to Schedule B.
Council (continued) April 15, 2021 128
2021-157 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse that
Second and Final Reading of the amendment to By-Law 74 – Tax Exemption for Tax
Exemption for Charitable, Non-Profit Organizations, Municipal Water Utilities and
Licensed Day Cares – Addition of Chester Garden Club (Account 05053455) to
Schedule B be carried out. ALL IN FAVOUR. MOTION CARRIED. The By-Law can be
found at the end of these minutes.
8.2 Second Notice – Amendment to Policy P-09 Remuneration of Warden, Deputy Warden
and Councillors – adjustment for Consumer Price Index.
2021-158 MOVED by Councillor Assaff, SECONDED by Councillor Deputy Warden Shatford
that Second and Final Notice be given to the amendment of Policy P-09
Remuneration of Warden, Deputy Warden and Councillors – adjustment for
Consumer Price Index. ALL IN FAVOUR. MOTION CARRIED. The Policy can be found
at the end of these minutes.
A brief break held to reboot the cameras. 9:12 a.m. to 9:18 a.m.
8.3 Strategic Plan 2021-2024:
a. Request for Decision prepared April 12, 2021 – Corporate and Strategic Management –
2021-2024 Strategic Planning.
b. 2021-2024 Strategic Plan Draft.
c. 2021-2024 Strategic Priorities Chart.
Present was Jonathan Meakin, Special Initiatives Coordinator to review the 2021-2024 Strategic
Draft Plan. He outlined the changes since the last workshop was held regarding the status of the
Boundary Review, Active Living Strategy, Wastewater Management Districts, and the addition of
Growth Strategy for Exit 6 area (discussion was held and it was agreed that staff would work
with Aspotogan Heritage Trust regarding the growth strategy).
Discussion was also held regarding “plan” versus “priorities” and it was agreed that the priorities
would be accepted, and staff would, in time, provide detailed plans for those priorities and
those plans would be adopted as the Strategic Priorities Plan.
2021-159 MOVED by Councillor Veinotte, SECONDED by Councillor Barkhouse that Council
approve the 2021-24 Strategic Priorities (with the name change from “plan” to
“priorities”) and that staff would develop plans for the priorities for Council
approval. ALL IN FAVOUR. MOTION CARRIED.
8.4 Request for decision prepared April 14, 2021 – Financial and Information Services –
Resolution for Pre-Approval of Debenture – Chester Wastewater Treatment Plant UV
System ($1,070,000) – Ten-year term to borrow $347,000.
Council (continued) April 15, 2021 129
Malcolm Pitman, Director of Financial and Information Services, joined the meeting via Zoom
and outlined the requirement for the Temporary Borrowing Resolution to pay for the Chester
Wastewater Treatment Plant UV System (this is 2/3 of the cost of the project; the remaining 1/3
is covered by gas tax).
2021-160 MOVED by Councillor Church, SECONDED by Councillor Barkhouse that Council
approve the following:
WHEREAS Section 91 of the Municipal Government Act provides that a municipality
is authorized to borrow money, subject to the approval of the Minister of Municipal
Affairs (hereinafter “the Minister);
AND WHEREAS the resolution of council to borrow for $1,070,000 was approved by
the Minister April 13, 2021;
AND WHEREAS clause 91(1)(b) of the Municipal Government Act authorizes the
council to determine the amount and term of, and the rate of interest, on each
debenture, when the interest on a debenture is to be paid, and where the principal
and interest on a debenture are to be paid;
AND WHEREAS clause 91(2) of the Municipal Government Act states, that in
accordance with the Municipal Finance Corporation Act, the mayor or warden and
clerk or the person designated by the council, by policy, shall sell and deliver the
debentures on behalf of the municipality at the price, in the sums and in the manner
deemed proper;
BE IT THEREFORE RESOLVED
THAT under the authority of Section 91 of the Municipal Government Act, the
Municipality of the District of Chester borrow by the issue and sale of debentures a
sum or sums not exceeding $347,000, for a period not to exceed ten (10) years,
subject to the approval of the Minister;
THAT the sum be borrowed by the issue and sale of debentures of the Municipality
of the District of Chester in the amount that the mayor or warden and clerk or the
person designated by the Council deems proper, provided the average interest rate
of the debenture does not exceed the rate of 5.5%;
THAT the debenture be arranged with the Nova Scotia Municipal Finance
Corporation with interest to be paid semi-annually and principal payments made
annually;
Council (continued) April 15, 2021 130
THAT this resolution remains in force for a period not exceeding twelve months
from the passing of this resolution.
ALL IN FAVOUR. MOTION CARRIED.
CORRESPONDENCE
There were no items of correspondence for review.
NEW BUSINESS
10.1 Emergency Assistance Grants (Pandemic Response Relief):
Chad Haughn, Director of Community Development and Recreation was present to review the
grants for Council.
a) Aspotogan Arts and Crafts - $400 for each month.
Clarification was provided regarding the demonstrated negative impact on groups requesting
funding.
2021-161 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that Council
approve an Emergency Assistance Grant to Aspotogan Arts and Crafts in the amount
of $800. ALL IN FAVOUR. MOTION CARRIED.
10.2 District Council Grants – 2020/21:
Dan McDougall, CAO, outlined options for requests that were received prior to year-end but not
dealt with until after the start of the 2021/22 fiscal year. For example, Ocean Swells did have
their application in prior to the end of the fiscal year – this amount could be forwarded from the
previous fiscal to the new fiscal year. However, the requests from the Chester District Soccer
Association were received after the end of the previous fiscal year.
Councillor Veinotte also noted that the District 1 Community Centre Emergency Grant request
should be dealt with as a District Council Grant. It was submitted on time, but they provided
the wrong form.
District Council Grant – District 1 – 2020/21 - Ocean Swells Community Association - $1,000.
District Council Grant - District 1 – 2020/21 - District 1 Community Centre - $1,000.
Council (continued) April 15, 2021 131
2021-162 MOVED by Councillor Veinotte, SECONDED by Councillor Assaff that the following
District Council Grants be approved with funds from Fiscal Year 2020/21 moved to
the 2021/22 Fiscal Year budget:
District No. 1 - Ocean Swells Community Association - $1,000.
District No. 1 Community Centre - $1,000.
ALL IN FAVOUR. MOTION CARRIED.
2021-163 MOVED by Deputy Warden Shatford, SECONDED by Councillor Barkhouse that the
deadline for Council District Grants in future be the last day of February of each
year. ALL IN FAVOUR. MOTION CARRIED.
10.3 District Council Grants – 2021/22:
a) District 3 – Chester District Soccer Association - $500.
2021-164 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that Council
approve a pre-budgeted 2021/22 District Council Grant (District 3) to Chester
District Soccer Association in the amount of $500. ALL IN FAVOUR. MOTION
CARRIED.
b) District 7 – Chester District Soccer Association - $1,000.
2021-165 MOVED by Councillor Church, SECONDED by Councillor Barkhouse that Council
approve a pre-budgeted 2021/22 District Council Grant (District 7) to Chester
District Soccer Association in the amount of $1,000. ALL IN FAVOUR. MOTION
CARRIED.
10.4 Emergency Assistance Fund:
a) District No. 1 Community Centre - $1,000 (February). – this grant was dealt with as a
District Council Grant application.
b) Hubbards Area Lions Club – $1,000 (February).
c) Ocean Swells Community Association - $3,000 (January, February, March) - It was
indicated that typically Council would not approve a March request until after the month
has taken place.
d) Royal Canadian Legion Branch 79 - $1,000 (February).
e) Royal Canadian Legion Branch 144 Western Shore - $2,000 (January and February).
f) Through the Years Day Care and Community Centre - $1,000 (February).
g) Western Shore & Area Improvement Association - $2,000 (January and February).
Council (continued) April 15, 2021 132
2021-166 MOVED by Councillor Assaff, SECONDED by Councillor Barkhouse that the following
Emergency Assistance Grants be approved:
i. Hubbards Area Lions Club – $1,000 (February).
ii. Ocean Swells Community Association - $2,000 (January and February).
iii. Royal Canadian Legion Branch 79 - $1,000 (February).
iv. Royal Canadian Legion Branch 144 Western Shore - $2,000 (January and
February).
v. Through the Years Day Care and Community Centre - $1,000 (February).
vi. Western Shore & Area Improvement Association - $2,000 (January and
February).
ALL IN FAVOUR. MOTION CARRIED.
10.5 Audio – Councillor Barkhouse
Councillor Barkhouse noted that she has heard from residents who say the audio is difficult to
hear and asked about the desk microphones; however, the Deputy CAO indicated that the desk
microphones would likely throw off the 360 camera/mic system.
10.6 Village Commission Fire Contract – Councillor Church
Councillor Church asked if there was an update on the discussions with the Village Commission
regarding the fire contract and the Deputy CAO indicated that the Municipality is waiting for a
follow-up from the Village Commission/Fire Department.
IN CAMERA
There were no “In Camera” items for discussion.
ADJOURNMENT
2021-167 MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff the meeting
adjourn. (9:56 a.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
Council (continued) April 15, 2021 133
MARTY MURPHY - Nominated by New Ross Farmers Association
Marty is involved with a wide array of community organizations spanning many years. As a
member of the Farmers Association, he worked hard securing grants for several major projects.
Along with his wife Wanda, made possible a public walking trail on his property in memory of his
granddaughter, for all to enjoy and he donates many hours of his time maintaining it.
Marty has many volunteer hats. Here are a few:
He presently serves as Vice Presidents for the New Ross Farmers Association and a
member for 10+ years.
Member of the New Ross Trail Society
Member of the Credit Committee New Ross Credit Union & Secretary
Choir Member in the New Ross Baptist Church and does snow removal for the Church
property.
Member with the New Ross Gospel Aires and sings at nursing homes, etc.
Board Member since 2016 for the Lunenburg County Christmas Tree Growers Association
and Safety Committee
He volunteers as Santa Claus each Christmas for the community, he does groups
maintenance and presents a mobile display of the Christmas tree industry.
He helps a disabled man in the community with life’s challenges (paperwork, social life,
POA, arranging for special care services and living arrangement).
He was a Trustee Church Memorial Park from 1987-1993 and secretary for 3 years.
Secretary-Treasurer for New Ross Fire Commission 1985-2012 (made an honorary
firefighter)
Secretary-Treasurer for New Ross Health Coop circa 1992-1998 (to bring a Doctor to New
Ross)
In 2016 he wrote history of the Christmas Tree Industry in New Ross
Cemetery Committee for New Ross Baptist Church
Member of the New Ross Regional Development Society
Volunteered writing a History of Graves Island (1994) when employed by DNR.
Citizen on Patrol circa 2000
Science Fair Judge for New Ross School & Lunenburg County
4H Public Speaking judge for several years
Helps serves suppers at the Forties Community Centre
He and his wife ran the hamburger booth for 10 years at the New Ross Fair
2016 he organized a float for 100th Anniversary of New Ross inviting former Queens &
princesses to ride on it.
Volunteered driving high school sports teams to games at various schools in the late 80’s
early 90’s.
Mid 1980 he served on the Fire Department Ambulance Committee to try to get
ambulance service in New Ross through HC Lindsay Funeral Home (unsuccessful)
Council (continued) April 15, 2021 134
SUZANNE ISAACS - Nominated by Our Health Centre
Suzanne has been a faithful volunteer with the navigator program at Our Health Centre since it
started in 2017.
Suzanne comes to OHC every Tuesday and Thursday morning to sit at the info desk just inside
the main door. She welcomes people with a big smile and her lovely sense of humor; she helps
them find their way in the building, answers questions about programs and services and
promises to get answers for questions she cannot immediately respond to.
Suzanne has also been the volunteer secretary for the Shoreham Apartments Association for 5
years.
Suzanne makes a difference because she genuinely cares about people; she wants to help them
get answers to their questions and she responds to their concerns with compassion and grace.
She loves to give back to her community and does so with a smile on her face.
CAROL VAUGHAN - Nominated by Aspotogan Arts & Crafts
Carol has been a resident of Southwest Cove for 23 years and a member of Aspotogan Arts &
Crafts since 2001. In order for Aspotogan Arts & Crafts to be a vibrant, welcoming arts
organization, it requires members like Carol who help out whenever asked and are supportive of
longstanding members and newcomers alike. She is known for creating an inviting environment
for monthly art making sessions at Ocean Swells Community Centre through her positive, caring
attitude and delicious baked treats.
Every not-for-profit, volunteer-run organization is dependent upon energetic people who work
well with others. Carol has served in many roles within Aspotogan Arts & Crafts including
Treasurer and coordinating the annual signature Mother’s Day art show. In addition to her
planning role, she works alongside other volunteers during the event to welcome visitors and
keep thing running smoothly. Carol’s involvement in member social events has helped to raise
donations for local foodbanks. She has also participated in an early school art education program
which has since evolved into broader outreach, delivering art programming to several schools
and a long-term care facility in the Municipality of Chester.
Through her support of the Aspotogan Arts & Crafts Organization, which engages in many
traditional artforms, Carol honors the knowledge, skills, and cultural practices of the community.
Through her numerous volunteer activities in the community, Carol provides a link between
organizations in building partnerships and awareness of local strengths and opportunities.
Council (continued) April 15, 2021 135
Carol is a member and has been a volunteer of St. Augustine’s Catholic Church, Chester, where
she helped count the weekly collection.
She is a Board member of Ocean Swells Community Centre, having served as treasurer for 15
years, and is also a member of the Athenaeum Society Board.
JOHN MOSHER - Nominated by Aenon Baptist Church
Within our organization, John has been a humble servant with a big heart. He has served his
spiritual community in many ways. He has provided leadership as a deacon in a year where safety
and community health, has been in focus.
John has lent a hand and sweat to keep our Cemetery clean. He has helped with doing
audio/visual ministry each Sunday and at various community gatherings, including funerals.
Whenever he is needed, if he can, he is there to lend a helping hand or word of encouragement.
Within our Church family, one significant way he has served is through our visitation ministry. He
calls people, checks in on them, and is genuinely concerned for the wellbeing of others. He does
this for us in the church but for others as well.
John helps out with a variety of seniors in need in our community. Helping them run errands,
getting them to appointments, and even doing their grocery shopping for them. I am sure John
is not the only one doing this for a handful of our valued elders in our neighborhood, but it is
greatly appreciated.
John is representative of why we love our community and the people in it.
Motion 2021-157
TAX EXEMPTION FOR CHARITABLE, NON-PROFIT ORGANIZATIONS,
MUNICIPAL WATER UTILITIES AND LICENSED DAY CARES
BY-LAW # 74
1. The By-Law shall be known as the Tax Exemption By-Law.
2. The real property of the organizations or institutions named in Schedules "A", "B", "C",
“D”, & “E” to this by-law that would otherwise be classified as commercial property shall
be exempt or taxed in accordance with the particular schedule as well as the business
occupancy of licensed day cares named in Schedule “E”.
Council (continued) April 15, 2021 136
3. The partial or total exemption provided in Section 2 shall apply only to that portion of the
real property specified in the schedule.
4. When a property, or part thereof, listed in a schedule, ceases to be occupied by the
association or for the purposes set out in the schedule then the partial or total exemption
from taxation shall cease and the owner of the real property shall immediately be liable
for the real property tax on such real property or part thereof for the portion of the year
unexpired.
5. This amended By-Law shall have the effect commencing in the Municipal taxation year
2020/21.
AMENDED SCHEDULE "B"
Properties of incorporated non-profit organization which are either community-oriented,
charitable, fraternal, educational, recreational, religious, cultural, or sporting organizations and
which in the opinion of Council provide an active service, through programs or maintenance of
the property, to the Municipality that might otherwise be a responsibility of Council which are to
be taxed under Section 71 (1) (b) of the Municipal Government Act to the extent set out in the
last two columns of this Schedule.
OWNER
PROPERTY
EXTENT OF
APPLICATION
EXTENT OF
EXEMPTION
Aspotogan Heritage
Trust Society
Land Lot 99-1-B Barn
Highway 329, Hubbards
Account #9184023
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Land Lot 99-1-A
Highway 329, Hubbards
Account #9317465
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Basin Recreation Park
Comm.
Land, Lower Grant Road
Account #5576768
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Canaan Community
Club (Canaan District
Hall Association)
Land & Building
Canaan, NS
Account #637173
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
East River Village Hall
Land & Building
East Chester, NS
Account #1361007
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Hubbards Area Lions
Club
Land & Building
Fox Point, NS
Account #2090538
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Municipality of Chester/
Aspotogan Heritage
Trust
103 No 329 Hwy
Lot A Hubbards
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Council (continued) April 15, 2021 137
Account #1076205
Old No 3 Hwy
Lot G Hubbards
Account #9181687
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Old No 3 Hwy
Lot F Hubbards
Account #9181695
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Old No 3 Hwy
Lot E Hubbards
Account #9181709
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Old No 3 Hwy
Lot C Hubbards
Account #9181717
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Aspotogan Heritage
Trust
Land
Lot 05-1 The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Ocean Swells
Community Association
Land, Hall
2726 Highway 329
Northwest Cove
Account #889377
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
New Ross District
Museum Society
4670 No. 12 Hwy
Lot B-A-D New Ross
Account #05266033
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
District 1 Fire
Commissioners
Land, Fire Hall Road
Account #02614367
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Helping Hands to
Enrich Learning &
Lifestyles Programming
Society
Land & Building
419 Highway 329, Fox Point
Account #3392104
The Whole
100% of commercial property tax.
Area rates for other municipal
services will be charged.
Hubbards Yacht Club
Land and Building
215 Highway 329
10236975
The Whole 100% of commercial property tax.
Area rates for other municipal
services will be charged.
New Ross Farmers
Association
Land and Buildings
5024 and 5032 Highway 12
New Ross
03491323
The Whole 100% of commercial property tax.
Area rates for other municipal
services will be charged.
Trustees of Chester
Garden Club
Water Street
Chester
Account #10858615
The Whole 100% of resource property tax.
Area rates for other municipal
services will also be granted an
exemption. Effective date of
April 1, 2020
Council (continued) April 15, 2021 138
Motion 2021-158
POLICY P-09
REMUNERATION
WARDEN, DEPUTY WARDEN AND COUNCILLORS
2021/22
BE IT RESOLVED that the remuneration of the Warden and Councillors shall be as follows:
A. The Warden shall be paid a base salary of $48,883.16 $49,029.81 (an increase of $12.22 per
month) per annum, payable monthly.
B. The Deputy Warden shall be paid a base salary of $25,581.53 $25,658.27 (an increase of
$6.40 per month) per annum, payable monthly.
C. All remaining Councillors shall be paid a base salary of $22,384.48 $22,451.63 (an increase of
$5.60 per month) per annum, payable monthly.
D. Annually the Municipal Council considers the cost-of-living increase which has taken place
over the previous year and will approve an increase in the level of compensation which is to
be payable to all employees of the Municipality under Section 5.3.1. The percentage
increase approved for staff will also apply to the remuneration paid to the Warden, Deputy
Warden and Councillors.
E. All Councillors, including the Warden and Deputy Warden, in addition to the payments set
forth above, shall be paid an allowance for travel for kilometres travelled once each day for
going to and returning from every daily session of the Council or a Committee or attendance
at every Board Meeting or other function if this attendance is as a representative of Council.
The allowance for travel will be a per km rate reimbursed at the provincial rate.
F. A Warden or Deputy Warden and Councillors who miss more than three (3) Council or
Committee meetings in any year without leave of Council shall have the sum of $55.00 per
missed meeting deducted from any salary paid to such individual.
H. This Resolution shall take effect on the 1st day of April 2021.
MOTIONS FROM APRIL 22, 2021 COMMITTEE OF THE WHOLE
FOR APPROVAL BY COUNCIL ON APRIL 29, 2021
2021-170 Approval of Agenda and Order of Business be approved as amended.
2021-171 Approval of April 8, 2021 minutes of Committee of the Whole.
2021-172 ADD A MEETING OF COMMITTEE OF THE WHOLE ON APRIL 29, 2021 FOLLOWING
COUNCIL AND CANCELLATION OF COMMITTEE OF THE WHOLE ON MAY 6, 2021
MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that the Committee of the Whole
recommend to Council to approve a Committee of the Whole meeting be held following Council on April 29,
2021 and cancel the May 6, 2021 Committee of the Whole meeting due to the NSFM Spring Conference. ALL
IN FAVOUR. MOTION CARRIED.
2021-173 REQUEST RE 122 QUEEN STREET COMMERCIAL TO RESIDENTIAL
MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that the Committee of the Whole
recommend to Council to direct staff to determine options to consider changing the commercial space at 122
Queen Street to residential. ALL IN FAVOUR. MOTION CARRIED.
2021-174 In Camera Items
MOVED by Deputy Warden Shatford, SECONDED by Councillor Assaff the meeting convene In Camera to
discuss the following matters:
Section 22(2)(a) of the Municipal Government Act – Property – Trail Parking
Section 22(2)(a) of the Municipal Government Act – Property – Easement.
Section 22(2)(a) of the Municipal Government Act – Property – Sale.
Section 22(2)(e) of the Municipal Government Act – Contract Negotiations.
Section 22(2)(c) of the Municipal Government act – Personnel.
ALL IN FAVOUR. MOTION CARRIED.
2021-175 MOU (PARKING LOT) / EASEMENT (PARKING LOT) / SALE OF LOT
MOVED by Councillor Church, SECONDED by Councillor Barkhouse the Committee of the Whole recommend the
following to Council:
Approve the draft Memorandum of Understanding with Maibec CanExel S.E.C. to utilize property owned
by Maibec for parking for visitors visiting the Castle Rock trail and alleviate the challenges of parking along
the roadside near the entrance to the trail.
Approve the draft easement agreement with Hasson Hammond on property to provide improved parking
for skatepark visitors and patrons of Mr. Hammond’s business.
Approve the sale of property at Whalen Lake (PID 60128915) previously obtained through tax sale and
having no value to the Municipality for Municipal or public purposes to Chuck Jones and Krista Christensen
at a cost of $4,800.
ALL IN FAVOUR. MOTION CARRIED.
2021-176 Adjournment.
INFORMATION REPORT
Prepared By: Heather Hennigar Date April 19, 2021
Reviewed By: Erin Lowe, Tara Maguire Date
Authorized By: Dan McDougall, CAO Date
CURRENT SITUATION
The COVID-19 business support program, Social Media Training, was completed on February 26th. Social
media is an essential component of a business’ marketing strategy. Social media platforms help
businesses connect with both existing and prospective customers, increase awareness about their brand,
and increase sales. Social media also provides immense potential for businesses, as many consumers have
shifted to social media platforms looking for products and services. ED Staff requested feedback on the
program to measure the impact:
“When the workshops were announced, I must admit I was very discouraged with the future of my
20-year-old business, primarily because of COVID. My location seemed tenuous, I was very weary
both physically and mentally and all but ready to pack it in. I need to work and have an income,
so this was dire. By being introduced to Social media I began to see my situation in a different
light and as something I could do to make my business prosper. My computer skills were minimal,
but Jen and Lynn’s guidance gave me the confidence to explore new ways to build my client base.
I have since revamped my workspace and ordered a new outdoor sign (locally) which I had never
got around to doing. So, I guess the actual tutorials were secondary to being shown the
possibilities of small business in the time of the pandemic. Thanks for the opportunity for online
coaching from a super instructor and her tech support!” Jill Mattinson – Slipcovers By Jill (Chester)
“I really appreciated this training. For the most part, the times for the live sessions did not work
out for me, but I made a point of catching up after the fact. The delivery/format of the training
(Facebook group with emails) was really good for this. The timing of the first phase was good for
us as it led up to our busy Christmas tree/wreath season. I used what I learned from the training
and was able to measurably increase the number of followers on our farm Facebook page and get
some big traction on our posts/events for our Christmas tree u-pick. The social media audit was
really helpful and that helped me update the information on our Facebook page that I didn't
know how to do or hadn't thought about. I learned a lot of little tips and tricks that I'll continue to
use and gained some confidence in my use of social media for our business!” Christina Caldwell –
Bar M Ranch (New Ross)
REPORT TO: Municipal Council
SUBMITTED BY: Corporate and Strategic Management
DATE: April 29, 2021
SUBJECT: COVID-19 Business Support Program –
Social Media Training Results
ORIGIN: COVID-19 Support Measures
2 Information Report
“Thank you for the opportunity to have taken part in the Social Media Training. The instruction
was very helpful, relevant, and transferable across any business model. The instructors were
always available and willing to assist. Friendly and easy to follow instruction eased any new
learning jitters. The ability to work at the assigned tasks at a time that worked with my schedule
allowed me to lean at my own pace and at a time when it did not interrupt other work tasks. This
was ideal for me and my employer! The ability to connect with other local business owners
fostered a sense of community. I thank the council for the opportunity and would encourage
other business owners/support staff to take part, should this opportunity be offered again. Lisa
Reeves – South Shore Metal Works (Chester)
First off, I would like to say Thank You to the decision makers that provided the funding for this
Important online local training. As a resident of Blandford as well as a new business owner, my
husband and I were very happy when we found out about the Social Media Training that was
being offered. Often it is assumed that everyone is knowledgeable and comfortable with ONLINE
PLATFORMS. In these crazy Covid times, it is very difficult to do things the USUAL way. So
certainly, starting a new business for us was challenging to say the least. Add to that, Social Media
becoming such an important day to day tool to attempt to grow a new business; it can be
overwhelming. I was fortunate to take part in all 3 programs: either live or after the fact in the
provided recordings. The programs were easy to follow; the material/tools that was provided is
still very helpful; the presenter (Jennifer was AMAZING); very informative, knowledgeable, and
personable. As a MATURE participant, I never once felt uncomfortable with her delivery. To be
able to have someone COME INTO MY HOME so to speak, in a world of lock down was very
beneficial. The biggest challenge was, unfortunately, the inconsistent Internet service in our area. I
very much appreciated the professionalism and knowledge that was shared by Jennifer and
Simple Local Social. I am by no means now an expert in Social Media. However, I can say I am
much more comfortable and able to navigate the ONLINE Platforms much better than a few
months ago, before having the benefit of the ONLINE Training sessions. Nancy Myatt – Shoal
Cove Sales Agency (Blandford)
The program had excellent participation: Phase 1 – 22 businesses, Phase 2 – 12 businesses and Phase 3 –
21 businesses.
RECOMMENDATION
For Information
BACKGROUND
On April 29, 2020, economic development staff held a workshop with Council to discuss several small
business support initiatives. Due to COVID-19, our local businesses faced an unprecedented economic
crisis. The following programs were approved for further development:
Gift Card Program: Support A Front-Line Worker
Shop Local Marketing Campaign,
Business Navigation Program – Social Media Training
3 Information Report
On May 21, 2020, Council approved the COVID-19 Business Support Program. “MOVED by Councillor
Barkhouse, SECONDED by Councillor Hector that Council approve the implementation of a Business
Navigation Program allocating $10,000 from Economic Development Reserves to support the program.
ALL IN FAVOUR. MOTION CARRIED.” This element of the program provided Social Media Training for
local businesses to assist them in their marketing initiatives. The goal of the program was to help MOC
businesses create and leverage web-based channels to spread a message about the company's brand,
products, or services to its potential customers. The Training was delivered by Simple Local Media, a local
South Shore business owned and operated by Jennifer Naugler. The program ran in 3 Phases, with each
Phase lasting 4 weeks:
Phase 1: Facebook (September 21 – October 17)
1. Why Social Media Matters
2. Facebook Features and Functions
3. Now What do I Post?
4. Scheduling Tools
5. Why and How Do Businesses use Facebook?
6. How customers Engage with your Business Page Insights
Phase 2: Instagram (November 2 – November 28)
1. Why do Businesses Use Instagram
2. Difference between a Personal and Business Account
3. Connecting and Engaging
4. Social Media Audits
5. Photography Tips
6. Doing Live Videos
Phase 3: (February 1 – February 26)
1. The Importance of a Social Media Strategy
2. Building a Social Media Strategy
3. FB Ads/Boosting
4. Starting a group
5. Giveaways/Contests
6. Consumer Generated Content
DISCUSSION
N/A
IMPLICATIONS
Policy
N/A
4 Information Report
Financial/Budgetary
$10,000 was allocated from Economic Development Reserves to fund this training. Economic development
staff have also allocated $10,000 in the 21/22 budget for similar COVID-19 resiliency/capacity building
programs that might be required to help our businesses.
Environmental
N/A
Strategic Plan
Goal 6- Promote conditions conducive to fostering economic prosperity.
Work Program Implications
N/A
OPTIONS
N/A
ATTACHMENTS
N/A
COMMUNICATIONS (INTERNAL/EXTERNAL)
Continually improve public satisfaction with municipal services.
Ensure sufficient infrastructure is available to best serve our residents and businesses.
Continually reinforce the positive image of the Municipality through leadership in public engagement and
communication.
Promote conditions conducive to fostering economic prosperity.
REQUEST FOR DECISION
Prepared By: Christa Rafuse, P. Eng. Date: April 4, 2021
Reviewed By: Date:
Authorized By: Dan McDougall, CAO Date: April 15, 2021
CURRENT SITUATION
The capital budget for 2021/22 includes the purchase of a replacement excavator, approved by Council in
December 2020. The estimated budget was set at $425,000 for a replacement excavator.
RECOMMENDATION
Staff respectfully recommend that Council authorize staff to spend up to $425,000 for the purchase of an
Excavator to replace the existing 320 Excavator presently in operation (trade-in provision included). Staff
have prepared the Request for Quotation (RFQ) for the new excavator and would like final approval to issue
the document.
BACKGROUND
The existing 2005, 320 Excavator is 16 years old with over 12,000 hours. The Kaizer Meadow landfill 320
excavator is used for multiple tasks such as, excavating clay cover materials, ditching, road/pipe repairs,
mixed construction, and demolition (C&D) and waste as required.
A list of heavy equipment owned by MOC, located at Kaizer Meadow Landfill is attached. A portion of the
heavy equipment fleet has reached its useful life and requires replacement. The added costs to maintain
and repair are difficult to budget, unreliable equipment is very ineffective when no other backup is available,
rentals for emergency situations take time and money when required. The safety of staff is of the utmost
importance. Safe, reliable, and appropriate equipment for the site and working face area are essential.
The Capital Items list requested that staff return to Council prior to approval of an RFQ for the purchase of
an Excavator (draft RFQ attached for review).
DISCUSSION
Staff have drafted a long-range equipment replacement plan and policy. Valley Waste is being consulted in
the development of the policy (draft policy attached). The Valley Liaison Committee is in support of the
decision to purchase an Excavator as per our latest meeting, January 6, 2021.
The draft RFQ provides the option to provide a trade in value for the existing 20 tonne excavator and the
supply of an equivalent size or larger excavator, year 2019 or newer.
REPORT TO: CAO and Council
SUBMITTED BY: Christa Rafuse, P. Eng
DATE: April 29, 2021
SUBJECT: Excavator Replacement for Kaizer Meadow
ORIGIN: Capital Budget 2021/22
2 Request for Decision
IMPLICATIONS
Policy
Procurement Policy P-04
Financial/Budgetary
The capital budget for 2021/22 approved by Council for $425,000 to purchase an Excavator for the Kaizer
Meadow Landfill. The option to trade in the existing excavator will be included in the RFQ.
This purchase will be funded by borrowing $325,000 over a 10-year period and $100,000 from revenue.
Environmental
N/A
Strategic Plan
1. Maintain a high level of fiscal responsibility.
2. Continually improve public satisfaction with municipal services.
3. Ensure sufficient infrastructure is available to best serve our residents and businesses.
Work Program Implications
N/A
OPTIONS
N/A
ATTACHMENTS
1. List of Heavy Equipment Inventory
2. Draft RFQ for a new Excavator
3. Draft Equipment Reserve Policy
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
Inventory
Type Model Serial#Hrs Year NOTES
*Last updated June 2020
Excavator 320C PAB03757 12284 2005
Dozer D5N XL AGG01911 5650 2005 D6 arrives early July 2021
Loader 930M KTG00858 6530 2015
Excavator 316 DZW01050 4603 2015
Skid steer 267B CYC01460 2834 2007
Compactor 826H AWF00641 15640 2011
Dump Truck 1 red 70252 km 2012
Dump truck 2 blue 124915 km 2008
Heavy Equipment - Kaizer Meadow Landfill
Infrastructure & Operations
Kaizer Meadow Landfill
REQUEST FOR QUOTATIONS
Supply of Excavator
RFQ T-2021-07
Release date: April 30, 2021
Quotations will be received up to
3:00:00 pm local time on Friday, June 4, 2021
Contact: Dan Pittman
Procurement Officer
Municipality of Chester
Telephone: (902) 275-3554
Email: dpittman@chester.ca
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
Contents
1. INSTRUCTIONS TO BIDDERS ................................................................................. 4
1.1. INTRODUCTION ..................................................................................... 4
1.2. DEFINITIONS ........................................................................................ 4
1.3. QUOTATION DEADLINE ............................................................................ 4
1.4. QUOTATION SUBMISSION ......................................................................... 4
1.5. INQUIRIES ........................................................................................... 4
1.6. SITE BRIEFING ....................................................................................... 5
1.7. QUOTATION ACCEPTANCE (PRIVILEGE CLAUSE) ................................................ 5
1.8. QUOTATION OPENINGS ........................................................................... 8
1.9. QUOTATION VALIDITY ............................................................................. 8
1.10. PRICE ................................................................................................. 8
1.11. QUOTATION REQUIREMENTS ..................................................................... 8
1.12. QUOTATION EVALUATION ........................................................................ 9
2. STATEMENT OF REQUIREMENTS ............................................................................. 10
B. MATERIAL DISCLOSURES ...................................................................................... 10
C. MANDATORY REQUIREMENTS ................................................................................ 11
APPENDIX A – QUOTATION FORM................................................................................. 14
APPENDIX B - QUESTIONNAIRE .................................................................................. 16
Product Suitability ............................................................................................. 16
Maintenance, Support & Warranty .......................................................................... 18
APPENDIX C – TERMS & CONDITIONS .............................................................................. 21
PERSONNEL ...................................................................................................... 22
RESPONSIBILITY FOR DAMAGE ............................................................................... 23
TERMINATION ................................................................................................... 23
INSURANCE ...................................................................................................... 23
GOVERNING LAW ............................................................................................... 24
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
1. INSTRUCTIONS TO BIDDERS
1.1. INTRODUCTION
1.1.1. The Municipality of Chester (MOC) requires an excavator to support their operations at the Kaizer
Meadow Landfill, Sherwood, Nova Scotia, as further described in Section 2, Statement of
Requirements (the “Equipment”). To this end, MOC is seeking competitive Quotations from the
marketplace to determine which piece of Equipment best suits their needs.
1.2. DEFINITIONS
1.2.1. Bidder: an individual or company who submits a Quotation.
1.2.2. Successful Bidder: the Bidder whose Quotation is selected for award.
1.2.3. Vendor: registered business capable of supplying the requested Goods or Services
1.2.4 Independent Contractor: a Bidder, successful or otherwise, or a Vendor, as defined in this RFQ,
is considered to be an Independent Contractor, not an employee of MOC.
1.3. QUOTATION DEADLINE
1.3.1. Quotations will be received up to 3:00:00 pm local time on May 28, 2021 by electronic
submission only to the following email address:
dpittman@chester.ca
1.3.2. Please put the competition number in the Subject line of the email: T-2021-007
1.3.3. Emailed quotations must be received on or before the Quotation Deadline as compared to the time
of receipt recorded in MOC’ mail server. Bidders are solely responsible to ensure their bid is
received on time and MOC will bear no responsibility for late or misdirected email submissions,
howsoever the submission was delayed.
1.4. QUOTATION SUBMISSION
1.4.1. Bidders are to submit their Quotation, where possible, as one PDF document organized in the same
manner in which the Bidder would have printed it to paper.
1.4.2. Do not return the original RFQ with your response, just return the forms which must be
completed.
1.4.3. If using hyperlinks, please ensure they are working and direct the user to information you intend.
Incorrect links, incomplete information, or information which is too general may cost a Bidder
points in the evaluation.
1.5. INQUIRIES
1.5.1. All questions or requests for additional information or clarifications regarding this Request for
Quotations shall be in writing, by email, to the attention of:
Dan Pittman
Procurement Officer
Municipality of Chester
Email: dpittman@chester.ca
1.5.2. MOC will provide clarifications and additional information, if required, by way of Addenda.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
1.5.3. Inquiries and questions will be accepted up until 11:00 am local Nova Scotia time on May 27, 2021.
1.5.4. Bidders are solely responsible to ensure that any such inquiries are received by MOC as described
above. MOC will not be responsible if a Bidder acts based on information received in any other way
than an approved Addendum or communication, in writing, from the representative named in this
section.
1.6. SITE BRIEFING
1.6.1. Should there be interest in providing a trade-in-value please contact Procurement to arrange an
appointment time to visit the site.
Location: Kaizer Meadow Landfill
Sherwood, NS
1.6.2. Bidders who do not visit the site will not be precluded from submitting a Bid. An opportunity to
examine the existing excavator for the purposes of determining a trade-in value will be met by
appointment only. Contact procurement.
1.6.4. Attendees to the site must come prepared with high visibility clothing (vest or jacket, for example)
and CSA-approved footwear. Due to the COVID-19 virus, MOC recommends participants in the site
briefing practice suitable protective measures including, without limitation, social distancing,
avoiding direct contact, and the use of gloves when examining the equipment for trade in.
1.7. QUOTATION ACCEPTANCE (PRIVILEGE CLAUSE)
1.7.1. This document and Request for Quotation process does not constitute a call for Tenders. This RFQ
process will not give rise to any Contract A–based tendering law duties or legal obligations.
1.7.2. This Request for Quotations neither expresses nor implies any obligation on the part of MOC to
enter into a contract with any party submitting a response or responses.
1.7.3. All Quotations become the property of MOC once submitted.
1.7.4. Late Quotations will be rejected and will be returned unopened. Faxed Quotations will not be
accepted. Emailed Quotations will be accepted. Incomplete Quotations may be rejected.
1.7.5. Any Quotation that does not include all of the information required in this RFQ may be considered
incomplete and may be rejected. MOC will, in their sole discretion, determine if the missing
information is material to their ability to evaluate a response; if MOC believes they have sufficient
information to evaluate, it may proceed to do so.
1.7.6. Bidders undertake any expenditure related to the submission of a Quotation at their own risk. The
Bidder is responsible for all costs associated with preparing and submitting this Quotation. This
includes, without limitation, any and all costs, fees, expenses (travel, accommodations or meals)
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
or other incidentals related to preparing, printing, binding, transporting, presenting, defending,
or clarifying the Quotation.
1.7.7. MOC may include evaluation criteria within this Request for Quotation document to be used as a
guideline for Quotations. MOC reserves the right to deviate from the evaluation criteria where it is
in the best interests of the Municipality. Without limiting the generality of the foregoing, decisions
to deviate from the evaluation criteria may be made based on budgetary and/or service delivery
considerations having regard to all of the Quotations received and the needs of MOC.
1.7.8. MOC does not bind itself to accept any Quotation, but may accept any Quotation, in whole or in
part, or discuss with any Bidder different or additional terms to those described in this RFQ or in
such Bidder's Quotation. MOC may:
• reject any or all of the Quotations;
• accept any Quotation;
• if only one Quotation is received, choose to accept or reject it;
• choose not to accept the lowest bid price;
• alter the schedule, RFQ process, or any other aspect of the RFQ, as it may determine in
its sole and absolute discretion.
1.7.9. Without limiting the preceding in any way, MOC may accept any Quotation or any portion of any
Quotation that may be considered to be in the best interests of MOC. MOC reserves the right to
reject any and all Quotations that, in its sole discretion, are not in the best interests of MOC.
1.7.10. MOC reserves the right to waive formality, informality or technicality in any Quotation. This includes
the right to accept a Quotation that is not compliant with the instructions in the Request for
Quotations document.
1.7.11. MOC reserves the right to amend this Request for Quotation document at any time before the
Request for Quotation’s closing date and will issue an addendum in the event of a change.
1.7.12. MOC reserves the right to negotiate, after the Request for Quotation’s Quotation Deadline, with
any Bidder and to finalize service arrangements in the best interests of MOC.
1.7.13. In applying this privilege clause, MOC shall not be bound by trade or custom in dealing with and/or
evaluating the responses to the Request for Quotations.
1.7.14. MOC reserves the right to interpret any and all aspects of this Request for Quotations as may be
most favourable to MOC.
1.7.15. Should a Bidder find any discrepancies, errors, or omissions in this RFQ, or if a Bidder is unsure as
to the meaning of anything in this RFQ, they are to advise MOC in writing; MOC may, in its sole
discretion, respond to such written inquiry, to all Bidders, in an addendum.
1.7.16. It is the responsibility of the Bidder to be sure they understand the requirements prior to submitting
a Quotation and before the deadline for questions has passed. Insurance requirements, if any,
should be reviewed by the Bidder’s insurer.
1.7.17. MOC may cancel the RFQ process at any time, for any reason, in its sole discretion. In the event
that an RFQ process is cancelled, MOC will not be obligated to pay any costs, damages, or claims of
any type to any Bidder or potential Bidder.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
1.7.18. Vendors or suppliers who have been disqualified from bidding on contracts with MOC may not
respond to this RFQ and any RFQ which features a subcontractor who is disqualified from bidding
may also be rejected.
1.7.19. In providing a Quotation, the Bidder warrants that their Quotation is in all respects fair and is
provided without collusion or fraud. No representative of the company from which a Quotation is
to be provided may discuss the subject matter of a competition with any MOC’ staff member,
Councilor, consultant, or any person involved in the procurement process, evaluation, or award,
other than the designated contact or their designate. Under no circumstances may a Bidder extend
entertainment, gifts, gratuities, discounts, or special services, regardless of value, to any employee
of MOC in connection with this or any other procurement of goods, services, or construction.
1.7.20. Bidders must advise MOC of any potential conflict of interest that may affect, or appear to affect,
the RFQ process, including the influence of award. MOC may disqualify a Bidder, rescind an
invitation to negotiate, or terminate a contract subsequently entered into if MOC determines that
the Quotation has engaged in any conduct prohibited by this RFQ.
1.7.21. Bidders shall indemnify and save harmless MOC, its officers and its employees from and against all
claims, demands, losses, damages and costs of any kind based upon injury or death of a person or
damage to or loss of property arising from any willful or negligent act, omission or delay on the
part of the Bidder or their servants in the preparation of their Quotation and/or in the course of
delivering Services.
1.7.22. Bidders are advised that no commitment to purchase Goods or Services shall exist until the
successful Bidder is advised by MOC, in writing, of an award. If an award is made, the method of
procurement may be, at MOC’s discretion, Procurement Card, Purchase Order, or other method of
contract MOC may identify.
1.7.23. The procurement of Goods and Services, if any, resulting from this RFQ will require a written
agreement between the parties. Unless otherwise agreed to in writing by MOC, the terms and
conditions of the attached sample agreement shall be the basis for such agreement. Any objections
to such terms and conditions must be clearly set out in Bidders’ Quotations. In the absence of such
objections, MOC will assume that the Bidder accepts such terms. The extent to which a Bidder
accepts, rejects, or proposes modifications to such terms will be taken into account in evaluating
Quotations. Any Quotation may, in the sole discretion of MOC, be rejected at any time on the basis
of proposed contract terms and conditions that are unacceptable to MOC.
1.7.24. Bidders are advised that MOC is governed by Nova Scotia’s Freedom of Information and Protection
of Privacy Act (FOIPOP) and any information submitted to MOC in response to this RFQ may be
subject to disclosure under FOIPOP. Bidders may identify any confidential information in their
Quotations or any accompanying documentation and are advised to consult with their own legal
advisors regarding the appropriate way to identify such information. MOC will make reasonable
efforts to safeguard confidential information, subject to its disclosure requirements under FOIPOP
or any disclosure requirements imposed by law or by order of a court or tribunal. Bidders are
advised that their Quotations will, as necessary, be disclosed, on a confidential basis, to advisers
retained by MOC to advise or assist with the RFQ process, including the evaluation of Quotations.
Bidders are further advised that MOC may make public the names of any or all Vendors and intends
to publish the name of the successful Bidder and the total value of any contract entered into with
the successful Bidder. If a Bidder has any questions about the collection and use of information
pursuant to this RFQ, questions are to be submitted to the RFQ Contact.
1.7.25. In submitting a Quotation, the Bidder has accepted the reservation of rights (privilege clause) as
set out herein and agrees to be bound by same. In addition, the Bidder confirms that it has, and
will, comply with all policies of MOC, including the Procurement Policy and Supplier
Disqualification Policy. No Bidder shall have any claim for compensation of any kind whatsoever
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
as a result of participating in this RFQ and by submitting a Quotation each Bidder shall be deemed
to have agreed that it has no claim.
1.7.26. Submitting a Quotation shall be deemed proof that the Bidder was aware of and understood the
requirements, the terms and conditions, and all other provisions of the RFQ. MOC will not be liable
for claims made by a Bidder that they were uninformed or unaware of the requirements, terms or
conditions of this RFQ.
1.8. QUOTATION OPENINGS
1.8.1. MOC will proceed with private openings for this RFQ. Bidders may be advised of their status in the
RFQ once a determination has been made.
1.9. QUOTATION VALIDITY
1.9.1. Quotations should remain firm for a period of thirty (30) days from the Quotation Deadline or such
additional time as may be mutually agreed upon in writing.
1.10. PRICE
1.10.1. The Prices provided in the Quotation must be in Canadian funds, inclusive of all applicable duties
and taxes except for Harmonized Sales Tax (“HST”), which should be itemized separately.
1.10.2. Prices quoted by the Bidder must be all-inclusive and must include all labour and material costs,
all travel and carriage costs, all insurance costs, all costs of delivery and unloading, all costs of
installation and set-up, including any pre-delivery inspection charges, and all other overhead,
including any fees or other charges required by law.
1.10.3. The Trade-In Allowance, if any, is to be net credit value the Bidder will apply to the Invoice for
the Equipment, net of any fees, expenses (including pick up at our site), and/or reconditioning
the Bidder may require prior to resale or disposal.
1.11. QUOTATION REQUIREMENTS
1.11.1. The Equipment and related services which are required are described in Section 2, Statement of
Requirements. MOC has tried to clearly describe what it is looking for, how the Equipment must
be supplied, and any support or after sales services it expects from a Vendor.
1.11.2. The Bidder must complete the Questionnaire included as Appendix B. The Questionnaire will be
used by MOC as part of their evaluation.
1.11.3. Bidders must complete and submit with their Quotation Appendix A, the Quotation Form and
Appendix B, the Questionnaire.
1.11.4. In addition, the Bidder must complete any table, Schedule or Appendix identified in the RFQ. The
Bidder may include any tables or attachments it feels will help clarify their Quotations above the
minimums identified in the RFQ document.
1.11.5. Bidders must indicate whether they are the sole undertakers of the work or whether other Vendors
or service providers will be used. All vendors and service providers shall be subject to approval by
MOC.
1.11.6. MOC may, without creating an obligation to any Bidder, request clarifications, additional
information, supporting documentation not otherwise supplied, up to including a request for a
meeting or presentation, for any Quotation or from any Bidder, prior to award.
1.11.7. The Successful Bidder may be required to show proof of insurance. Insurance requirements, if any,
will be listed in the Terms and Conditions included as Appendix C.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
1.11.8. The award, if any, will be subject to the Terms and Conditions included as Appendix C. Failure
to accept these Terms and Conditions may result in the rejection of the Bidder’s quotation or the
cancellation of award.
1.12. QUOTATION EVALUATION
1.12.1. MOC will review each compliant Quotation and assign it points up to the maximum number of
points available for each criterion. The points will be assigned based on the information
provided by the Bidder, MOC’ understanding of the information submitted by the Bidder, MOC’
understanding of its needs, and, in MOC’ sole opinion, how well the Quotation addresses those
needs.
1.12.2. In determining best value, MOC may consider any part of the Bidders Quotation, including all
attachments, omissions and submissions, as well as any references or past experience MOC may have
with the Bidder in similar circumstances.
1.12.3. Price will be evaluated using the following formula.
(Lowest Total Price divided by Bidder’s Total Price) multiplied by the Available Points
1.12.4. The following table shows the criteria against which your Quotation will be reviewed and the
number of points available for each criterion. The Quotation which is awarded the most points
may be selected for award. In the case of a tie, MOC may use any method it chooses to determine
award, including chance.
Rated Criteria Category Weighting (Points)
Product Suitability 20 points
Maintenance, Support, & Warranty 10 points
Pricing 70 points
Total Points 100 points
1.12.5. MOC may make calculations based on the information provided by the Bidder to help determine
total cost of ownership or similar metrics and they may use such calculations in determining best
value.
1.12.6. Award is subject to approval by Council or the CAO.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
2. STATEMENT OF REQUIREMENTS
The Deliverables are as follows:
Supply and deliver one (1) excavator (the “Equipment”) which meets the minimum requirements specified in Section
C, Mandatory Requirements. Supply and delivery will be inclusive of all costs which may apply to the delivery of a
new vehicle of this kind, including, without limitation, the installation of all specified accessories, top-up of all
fluids, pre-delivery inspection and preparation for service, loading, freight, taxes and, if applicable, duty, unloading,
initial start-up on site, product orientation for operators consisting of at least one day of hands-on instruction, and
the supply of operating and maintenance manuals and all documentation necessary for MOC to register the vehicle
in Nova Scotia.
Provide a comprehensive five (5) year, minimum 5000 hour, warranty which will include warranty coverage for the
powertrain and the hydraulic systems for a minimum of five (5) years or 5000 hours. This coverage must include
parts, consumables, labour, and shop supplies necessary to perform the warranty work, but may exclude wear parts
when so identified.
Provide a comprehensive five (5) year, minimum 5000 hour, Maintenance Plan which will include oil changes on the
manufacturer’s specified interval and any services recommended by the manufacturer at the interval they
recommend. This Plan will include all parts, consumables, labour, and shop supplies necessary to perform the
services specified in the Plan.
B. MATERIAL DISCLOSURES
The material disclosures that apply to this RFP, if any, are set out below.
• This product must be delivered to the Kaizer Meadow Landfill in Sherwood, Nova Scotia;
• Unless otherwise required and paid for under the warranty or Maintenance Plan, all servicing, warranty
repairs, and maintenance are to be provided at the Kaizer Meadow Landfill. MOC has a heated bay which the
Successful Bidder may use, at their own risk, to complete such servicing, warranty repairs, and maintenance.
• MOC has certain vehicle and safety protocols (walk-around prior to service, checklists, use of Personal
Protective Equipment, etc.) that the Successful Bidder’s maintenance service personnel will be expected
to participate in. These are procedures designed to establish the condition of the vehicle prior to any
service work or use of the vehicle, but may also:
o Identify existing damage
o Identify weak or at-risk parts which might be unavoidably damaged during repair
o Avoid potential conflicts after repairs are complete
• MOC will not be limited to using only OEM oils and fluids; any equipment proposed to meet this
requirement and any warranty and Maintenance Plans proposed must allow for the use of any suitable oils
and other fluids available in the local marketplace.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
The pre-conditions of award that apply to this RFP, if any, are set out below.
• The successful Bidder must obtain and maintain, for the period of any Maintenance Plan or warranty period,
Workers’ Compensation Board of Nova Scotia (WCBNS) workplace insurance coverage and insurance in
accordance with the Terms and Conditions listed in Appendix C. The Contractor must provide proof
acceptable to MOC of WCB and insurance coverage a within 10 days of notice of award. Failure to provide
such proof may result in a cancellation of award.
• The Contractor must accept the Terms and Conditions specified in Appendix C. Such terms and conditions
are described as applying to the Equipment Delivery, Maintenance Plan or that would apply in both the
Equipment Delivery agreement and to the Maintenance Plan. MOC reserves the right to reject any contract
terms and condition requested by the Successful Bidder that may be considered contradictory to those listed
in Appendix C or that MOC may, in their sole opinion but acting reasonably, find objectionable.
C. MANDATORY REQUIREMENTS
The following requirements are not meant to exclude any Vendor but represent the minimum specifications MOC
sees as necessary to accomplish the current and foreseeable work for which the Equipment may be used. The Bidder
must identify any requirement it objects to prior to the last date and time for inquiries so that MOC can evaluate
the merit of the objection and determine if it can make a change to the requirements to resolve the objection.
• The Equipment must be supplied with a minimum of two (2) physical copies and one (1) electronic copy
(disk, USB drive) of each of the following:
o Complete parts manual(s)
o Complete maintenance manual(s)
• The Equipment must be supplied with a minimum of one (1) physical copy and one (1) electronic copy (disk,
USB drive) of the equipment operating manual(s);
• The Equipment must be relatively new, no older than a 2018 model year, minimum 20 ton and must be ready to
use;
• Materials and finishes are to be of a type which resist wear from normal use and exposure to the elements;
• Proponent will provide a comprehensive training session comprising of hands-on instruction at the WMC;
• Product specifications:
o Long track, for industrial application;
o Meet or exceed the following:
• Length of stick boom must be min. of 10’2”
• Minimum operating weight 40,000 lbs
• Rated net power 120Hp @ 2200 RPM (or greater)
• Minimum two (2) speed propel with auto shift
• Electrical system shall be 24 volt with 80 amp alternator
• LED work light package
• Back-up camera with audible alarm
• Cab to have 12 volt, 120 watt, 10 amp capability to support 2-way radio
• Seat to be deluxe, adjustable, with suspension, headrest, adjustable lumbar support,
and adjustable armrests; vinyl or leather only (no cloth or cloth inserts)
• Control positions and seat must be able to adjusted independently of each other
• Track pads shall be 28” triple grouser
• Cab door, fuel cap, services doors, and toolbox will each be lockable
• Cab to have auto climate control to maintain a comfortable programmable temperature
for AC and heat
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
• Installation of hydraulic plumbing of valves, solenoids and controls for thumb and pulp grapple is to be
done.
• Powertrain and hydraulics to have a 5 year/5000 hour warranty as specified, including:
o ‘No charge’ invoices to be provided for each instance of warranty work, listing, at minimum, the
parts replaced and a short summary of the work performed
o Optional items to have the original manufacturer’s warranty
• Service Agreement as specified
o All inclusive
Details of current excavator:
• 2005 20 ton CAT, 320C, approx.12,000 plus hr
The following accessories are required and must have been installed by the time of delivery.
• Quick attach to match CAT 160-8287
pin grabber
• 1 cubic yard bucket complete with bolt
on side cutters
• 4 tine hydraulic thumb c/w longer stick
pin, c/w internally cushioned cylinder,
c/w spherical bushings in both ends of
hydraulic cylinder
• Twenty (20) lb fire extinguisher mounted in an accessible location inside cab
• Full fire suppression system
Parts and Service:
Our preference is for Vendors who:
o Have sufficient stock of common repair and wear parts on hand to insure a minimum down time
o Provide parts delivery within 24 hours of an order being placed either by their technician or by
MOC
o Have factory trained field technicians who will be used to provide maintenance, warranty, and
emergency repair services. Such technicians should be available to respond within 24 hours of an
emergency call.
o Have the capability (including reliable subcontracts) to provide transportation of the disabled
unit to repair facilities if deemed necessary
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
APPENDIX A – QUOTATION FORM
1. Contact information for Bidder:
Name of Primary Bidder Firm
Address
Phone Number (office)
Primary Project Contact Name
Email Address for Primary Contact
Cell Phone Number for Primary
Contact
2. Prices
Item Description Unit Price for Item
Supply and Deliver of Excavator as described
Five Year, 5000 hour Warranty (if included in price, insert “0”)
Five Year, 5000 hour Maintenance Plan (if included in price, insert “0”)
Trade-In Allowance (subtract)
( )
Total Price, Exclusive of HST
3. Declaration
By signing below the Bidder agrees that:
a. The Bidder has read and understands this RFQ and agrees to abide by its terms and conditions.
b. The Bidder has read and understands the following addenda: Addendum to _ (if any).
Failure to acknowledge an addendum containing information pertinent to the Services may be cause to
reject a Bidders Quotation.
c. The Bidder has read, understands and will, if awarded the contract, comply with requirements of Section
2 and the Terms and Conditions specified in Appendix C.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
d. The Bidder will, if awarded the contract, obtain, and maintain for the duration of the contract, Workers’
Compensation Board of Nova Scotia workplace insurance coverage (attach Letter of Good Standing if
available).
e. The Bidder hereby agrees to supply the Equipment and related services described in Section 2 at the costs
indicated in their Quotation Form.
Signature of Witness Authorized Signature
Name (Printed)
Title (Printed)
Date
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
APPENDIX B - QUESTIONNAIRE
The following questions will be used to help MOC to determine, in their sole opinion, which, if any, of the
Equipment offered is suitable to their needs. The Bidder may include supplemental information (brochures or
technical sheets) and may use separate pages to respond to questions, but they must answer every question in
order to qualify for points. Be sure to delete or cross out any features specified in a brochure that are not
included in the Equipment being offered.
Product Suitability
Provide a comprehensive description of the Equipment you intend to supply, including sufficient information to
accurately describe the capability of its equipment. You may attach a specification sheet, but include a short,
written description and fill in each of the spaces below:
Manufacturer: _
Manufacturer’s Part Number: _
Description:
Provide an estimate of lead-time from the point an order is placed to the expected delivery at the Waste Management
Centre, even if the Proponent has stock available at the time of this RFP. Describe any risk factors, cut-off times,
or factory closures which might affect lead-time:
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
List of other waste management applications where this Equipment is deployed (or similar conditions, if not waste
management). Include reference contact names and numbers in case we wish to contact them for more information.
MOC may consider reference information provided to them from sources other than those listed by the Proponent;
MOC will only consult reliable sources who have direct experience with the Bidder.
Provide a minimum of two references where the Bidder currently supplies similar Equipment and related services.
MOC may not be used as a reference; however, MOC may consider their own experience in dealing with the Bidder
when evaluating the Quotations. Include name, company, phone number and email address for each reference.
Please verify your references will be available by phone within 1 week of the closing date in case we need to contact
them.
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
Maintenance, Support & Warranty
Describe their Maintenance Plan in sufficient detail to indicate, in plain language, what is covered under the Plan
(parts, services, labour, for example), what is excluded (naming wear parts, for example), and any other actions
which might invalidate the Plan.
Describe the warranty coverage in sufficient detail to indicate, in plain language, what is covered under the plan
(parts, services, labour, for example), what is excluded (naming wear parts, for example), and any actions which
would invalidate the Warranty.
Describe how the Maintenance Plan is administered. Is the Equipment remotely monitored; if so, describe the
tools? Are Service Intervals prescheduled or are they triggered by events (hours reached) that need to be reported
by MOC?
RFQ T-2021-07 | Supply of Excavator | Kaizer Meadow Landfill
Describe how Warranty can be accessed, including who we call, expected response time if no answer, time
between identification of an issues and dispatch to site, expected time from dispatch to our site, and any factors
which would affect Warranty response. Is there a way to prioritize service if the Equipment is in critical need?
Describe parts availability, including for maintenance parts, wear parts, and major components.
If certain Warranty repairs would require off-site service, itemize those repair items and describe the process for
getting those repairs completed. Who is responsible for moving the Equipment? Is there a loner available and, if
so, at what cost? What is the turnaround for these repairs?
RFQ T-2021-007 | Supply New Excavator | Infrastructure &
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Describe the remote technical support available (if any) and how it is accessed? Who can we call? What are the
capabilities of the person who answers? Can we escalate a call to a more knowledgeable representative? What, if
any, remote diagnostic tools will they have?
Describe to capacity of your Service department? How many service persons do you have servicing how many
clients? How many service trucks do you have? Are there limitations on either personnel or service trucks (or the
nature of this Equipment) which would limit how many of them would be available to respond to service requests
on this Equipment.
Describe the capabilities of the service personnel who will provide the maintenance and warranty services
(training, certifications, other) on the Equipment you have specified.
RFQ T-2021-007 | Supply New Excavator | Infrastructure &
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APPENDIX C – TERMS & CONDITIONS
In the following terms and conditions, the successful Bidder will be referred to as “the Contractor”, the new
excavator will be referred to as the “Equipment”, and the services provided under the Maintenance Plan will be
referred to as the “Maintenance Services”. These references can be adapted to accommodate the final terminology
of the agreement.
Equipment Delivery
ACCEPTANCE
The Contractor must schedule the delivery date with the WMC Foreman no less than five (5) days before the
Equipment will be available to be delivered to the Waste Management Centre. This delivery date must be at the
convenience of MOC.
MOC will have no responsibility for damage to the Equipment, however caused, until the equipment is unloaded to our
satisfaction at Waste Management Centre.
The new Equipment must be fully functional and the Contractor must have provided an orientation of the new
Equipment in accordance with the requirements of the original RFQ before removing the trade-in vehicle from the
site.
The Equipment delivered by the Contractor must conform to the specifications promised by the Contractor in their
Bid, including the installation of any accessories or additional items purchased at the same time.
Maintenance Plan
INTENT
The Contractor warrants that it has the necessary resources to complete the Maintenance Services in a safe,
competent, and professional manner. Such resources shall include, without limitation, qualified, skilled, and
sufficient personnel, plant, equipment, materials, adequate financial resources, and any other unique or general
resources necessary to complete the Maintenance Services.
INDEPENDENT CONTRACTOR
The Contractor will provide the Maintenance Services to the MOC as an Independent Contractor and not as an
employee.
Accordingly:
a. The parties acknowledge that the Contractor and any subcontractor they may engage, and their respective
employees, are not, nor are they deemed to be, employees of MOC within the meaning set out in any
employment legislation that may be applicable, or otherwise.
b. The Contractor agrees that MOC shall have no liability or responsibility for the withholding, collection, or
payment of any payroll taxes, employment insurance premiums, or Canada Pension Plan contributions, or
any other relevant payroll deductions on any amounts paid by MOC to the Contractor or amounts paid by
the Contractor to its employees or contractors.
c. The Contractor also agrees to indemnify MOC from any and all claims in respect to MOC’s failure to withhold
and/or remit any payroll taxes, employment insurance premiums, Canada Pension Plan contributions, or
similar payroll deductions.
RFQ T-2021-007 | Supply New Excavator | Infrastructure &
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d. Further, the Contractor shall be solely and entirely responsible for all payments under the applicable
Workers’ Compensation legislation as it relates to their ability to provide service and receive payment.
e. The Contractor agrees that as an Independent Contractor, the Contractor, and any person for whom it is
legally responsible, will not be qualified to participate in or to receive any employee benefits that MOC
may extend to its employees.
f. The Contractor shall not have any power to accept an obligation, incur any liability, promise any
performance, and/or request or obtain any credit on behalf of MOC.
g. The Contractor is free to provide services to other clients, so long so long as there is no interference with
the Contractor’s contractual obligations to MOC.
CONFIDENTIALITY
In the course of discharging its duties under this agreement, the Contractor, its agents and/or employees may hear,
see and/or otherwise come to know, possess or have access to confidential information about and/or belonging to
MOC, its clients and/or third parties interacting with MOC or the Contractor, including but not limited to contact
lists, personal information about identifiable individuals, security information, and information about MOC’ clients,
methods, and processes (the “Confidential Information”).
The Contractor agrees not use, disclose, reproduce or otherwise make available, Confidential Information to any
person, firm or enterprise (other than to the Contractor’s employees or agents who have a need to know such
information for the purposes of this agreement) unless specifically authorized in writing to do so by MOC. The
Contractor agrees that if an employee or agent will receive Confidential Information as contemplated in this section,
it will obtain a confidentiality agreement from such employee or agent which provides equal or greater protection
to the Confidential Information than set out in this section.
The Contractor agrees to exercise all due care and diligence and take all reasonable precautions to prevent any
unauthorized collection, use, disclosure, retention, destruction or disposal of Confidential Information.
Upon termination of the agreement for any reason, the Contractor will return to the MOC any and all documents in its
possession, electronic or otherwise, containing Confidential Information.
The Contractor recognizes that if any of the provisions of this section are violated, MOC is entitled to an injunction
to prevent it from disclosing Confidential Information and/or using Confidential Information for any purpose. The
Contractor further recognizes that MOC would be entitled to other legal remedies, including legal fees and costs in
the event of such a violation.
The use and disclosure of the confidential information shall not apply to information which
- Was known to the Contractor before receipt of same from MOC; or
- Becomes publicly known other than through the Contractor; or
- Is disclosed pursuant to the requirements of a governmental authority or judicial order.
PERSONNEL
The Services being performed under this agreement are a public service, paid for by the public. The Contractor
must ensure that their employees always act in a professional and courteous manner when performing the Services
and when interacting with the public and MOC’ staff.
The Contractor shall supply personnel having the skills, training and appropriate qualifications to perform the
Services indicated. The Contractor must obtain written permission from MOC before changing the training or
qualifications required for the work team. In the case of personnel being changed, the new personnel being assigned
must have a similar skills, training and qualifications as the personnel being replaced and they must otherwise be
acceptable to MOC.
RFQ T-2021-007 | Supply New Excavator | Infrastructure &
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MOC reserves the right to require the Contractor to remove an employee from the Services. Demonstrated
incompetence, inexperience, and certain behaviors, including, without limitation, swearing, smoking in areas other
than those approved for smoking, inappropriate language, comments or gestures, unsafe work practices, or use of
alcohol or drugs prior to or during the performance of the services, may be cause to have an employee removed.
The Contractor is solely responsible to enforce discipline and to maintain good order among their employees.
REGULATIONS
The Contractor shall comply with all applicable Federal, Provincial and Municipal laws and regulations and the
regulations of any other authorities that may have jurisdiction.
RESPONSIBILITY FOR DAMAGE
The Contractor shall repair and restore to its original condition prior to the damage any material or surface damaged
by their operations.
TERMINATION
MOC may terminate the Maintenance Services at any time, for any reason, by providing thirty days’ written notice
to the Contractor. This notice period may be increased by written agreement between the parties. Agreement to
extend this notice period does not release the Contractor of their duty to remedy and, under no circumstances will
MOC be responsible for interest or other charges or fees related to the process of remedy.
MOC may terminate this agreement if the performance of the Maintenance Services, or portion thereof, is found to
be unacceptable. Both MOC and Contractor agree that each will attempt to remedy the situation and to find a way
to make the Maintenance Services, or portion thereof, acceptable. Under no circumstances may such remedy
represent additional cost to MOC. If no remedy can be found within thirty days of the initial communication to the
Contractor by MOC that the performance of the Maintenance Services is unacceptable, such notice shall be
considered notice to terminate the Maintenance Services.
MOC reserves the right to terminate this agreement, without penalty of any kind, if the Contractor is judged to be
bankrupt or makes general assignment for the benefits of its creditors.
Termination of the agreement by MOC shall not relieve that Contractor of any obligations or liability it may have to
MOC except as provided for herein.
Both Equipment Delivery and the Maintenance Plan:
INDEMINFICATION
The Contractor shall defend, indemnify and save harmless the Municipality of the District of MOC, its elected officials,
officers, employees and agents from and against any and all claims of any nature, actions, causes of action, losses,
expenses, fines, costs (including legal costs), interest or damages of every nature and kind whatsoever, including
but not limited to bodily injury, sickness, disease or death or to damage to or destruction of tangible property
including loss of revenue or incurred expense resulting from disruption of service, arising out of or allegedly
attributable to the negligence, acts, errors, omissions, misfeasance, nonfeasance, fraud or willful misconduct of the
Contractor, its directors, officers, employees, agents, contractors and subcontractors, or any of them, in connection
with or in any way related to the delivery or performance of this agreement. This indemnity shall be in addition to
and not in lieu of any insurance to be provided by the Contractor in accordance with this agreement, and shall survive
this agreement.
INSURANCE
The Contractor shall, without limiting its obligations or liabilities, maintain Commercial General Liability insurance
on an occurrence basis with a minimum limit of $5,000,000.00 for bodily injury including death, personal injury and
property damage including loss of use, and shall include provisions for: Blanket contractual liability; Owners' and
RFQ T-2021-007 | Supply New Excavator | Infrastructure &
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contractors' protective liability; Broad form property damage; Hostile fire; Tenant's legal liability; Non-owned
automobile liability; Contingent employer's liability; and Products and completed operations liability.
The Contractor must provide a certificate of insurance from their insurer for this coverage. The Certificate, at a
minimum, must:
a. List the Municipality of the District of MOC as an additional insured and contain both cross-liability and
severability of interest clauses;
b. The Contractor’s insurance must provide for bodily injury or property damage that may result from the
Contractor’s performance of the Services; and
c. Excess or umbrella insurance may be used to achieve the required insurance limits noted in this section.
The Contractor must have and must maintain automobile insurance in the amount of $5,000,000.00 for the duration
of the agreement and must provide a certificate of insurance confirming this coverage. This insurance shall not
contain any endorsement that excludes the operation of attached machinery;
The COI for Commercial General Liability insurance must provide for 30 days’ and the automobile insurance must
provide for 15 days’ written notice of cancellation or material change. The Contractor must provide a new certificate
of insurance each time the insurance is renewed, for the duration of this contract.
The Contractor is responsible to maintain insurance on the Equipment while in transit, during the initial start-up of
the vehicle, and during the orientation/training period, regardless of when accepted by MOC.
The Contractor is responsible to have and to maintain insurance on any equipment and materials they will use to
provide the Maintenance Services for the duration of the Maintenance Plan. MOC will not be responsible in any way
for lost, damaged or stolen equipment belonging to the Contractor
In addition:
a. The Contractor’s insurance shall be primary coverage and not additional to and shall not seek
contribution from any other insurance policies available to the MOC.
b. In the case where the Contractor will use subcontractors or third party suppliers, such subcontractors
and third party suppliers must obtain and provide proof of insurance coverage that is equal to that
required of the Contractor under this agreement.
c. Failure to maintain the required insurance coverage may be grounds for termination of the
agreement; and
d. Changes to insurance coverage must be disclosed to MOC prior to the next performance of Services
after the change and the Contractor must provide a revised certificate. The amended coverage
must be in accordance with the requirements of this agreement or otherwise acceptable to MOC.
GOVERNING LAW
The laws of Nova Scotia shall govern this agreement. If any dispute should arise under the terms of this agreement,
the Courts of Nova Scotia shall have exclusive jurisdiction to such dispute.
Municipality of the District of Chester
Landfill
Equipment
Replacement
Policy
Policy P-10?
Effective Date:
Policy P- ??? - Landfill Equipment Replacement Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 2
MUNICIPALITY OF THE DISTRICT OF CHESTER
LANDFILL EQUIPMENT REPLACEMENT POLICY
1 PURPOSE
1.01 The Landfill Equipment Replacement Policy establishes a framework and guide for the
maintenance, repair, and replacement of landfill equipment.
2 PRINCIPLES
2.01 The following underlying principles inform this policy:
(a) The Municipality of Chester recognizes that the landfill requires reliable equipment
to support safe, effective, and efficient landfill operations.
(b) The Municipality of Chester recognizes that landfill equipment costs represent a
significant percentage of the expenditure at the landfill and that the life cycle costs
must be considered in this policy.
(c) The Municipality of Chester recognizes that the use of an equipment replacement
reserve should be employed to achieve lower costs and predictable tip fees by
reducing or eliminating borrowing costs, and by creating a cost structure that
reduces or eliminates peaks and troughs in the landfill tip fee.
(d) The Municipality of the District of Chester recognizes that management of this
policy exists in a dynamic environment and marketplace and that planning
documents will be amended and approved by the Council annually or as required
from time to time.
3 POLICY
(a) The Municipality will establish and maintain long range planning documents.
(b) Planning documents will have a planning horizon of at least ten years.
(c) The Municipality will develop and follow preventative maintenance practices.
4 PROCEDURES
4.01 Responsibility
(a) The Landfill Director has overall responsibility for the development, amendment,
and maintenance of planning documents.
(b) The Finance Director will review and approve the planning documents to ensure
actual and estimated costs and projections accurate and reasonable; and provide
advice to the CAO with respect to the policy.
4.02 Maintenance:
(a) Preventative maintenance practices will be followed to extend the life of
equipment and to reduce the potential for unanticipated equipment failure or
Policy P- ??? - Landfill Equipment Replacement Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 3
repairs.
(b) Maintenance schedules will be developed and followed for each piece of
equipment.
4.03 Replacement:
(a) Replacement schedules will be based primarily on age of equipment, usage hours
or kilometers, and funding availability.
(b) Replacement schedules may also consider a number of other factors including
workplace safety, cost of maintenance, trade in value, repair potential including
availability and cost of replacement parts, and market conditions.
4.04 Financing
(a) Maintenance: The landfill budget will include an amount for preventative and
regular maintenance of landfill equipment.
(b) Equipment Replacement Reserves: The annual landfill budget will include a
contribution to an equipment replacement reserve consistent with long range
planning documents.
(c) Capital from Revenue: In addition to planned contributions to reserves the landfill
budget may include capital from revenue as a source of funds for equipment
acquisition.
(d) Borrowing: Long term financing may also be used to finance equipment
acquisition based on a number of factors including maintenance of tip fee stability
and borrowing terms including advantageous interest rates.
4.05 Procurement: The Municipality will follow its Procurement Policy P-04 when acquiring
equipment pursuant to this policy.
5 DEFINITIONS
5.01 “CAO” means the Chief Administrative Officer of the Municipality of the District of
Chester.
5.02 “Council” means the elected officials that make up the Council of the Municipality of
the District of Chester.
5.03 “Finance Director” means the employee reporting to the CAO that is responsible for
overall management and development of operating budgets, capital budgets, and
financial statements for the Municipality.
5.04 “Landfill Director” means the employee reporting to the CAO that is responsible for the
overall management and operation of the landfill.
5.05 “Equipment” means motor vehicles, wheeled or tracked machinery including
compactors, excavators, bulldozers, backhoes, skid steers, loaders, dump trucks, pick
Policy P- ??? - Landfill Equipment Replacement Policy
Notice of Intention to Adopt – Council:
First Notice – Council:
Second Notice – Council:
Effective Date: Page | 4
up trucks, and other similar equipment.
5.06 “Municipality” means the Municipality of the District of Chester.
5.07 “Planning Document” means the spreadsheet and/or other documents that forms the
basis for long range equipment maintenance and replacement.
5.08 “
Annotation for Official Policy Book
Reason for Amendment
Notice of Intention to Adopt
Date of First Notice at Council
Date of Second Notice at
Council
Effective Date
I certify that this Policy was amended by Council as indicated above.
_______________________________________
Pamela M. Myra, Municipal Clerk Date
REQUEST FOR DECISION -DIRECTION
Prepared By: Jennifer Webber Date April 22, 2021
Reviewed By: Date
Authorized By: Date
CURRENT SITUATION
We are hoping to expand the Community Garden. The transition to all raised beds was
successful, and between Growing Friends and past users, all of the beds were used last
year. News of the success has spread, and we are experiencing greater demand than we
can accommodate with the current space.
RECOMMENDATION
To increase the size of the community garden by eight raised beds: three accessible
beds (two already approved by Council last year), and five additional lower beds. The
expansion will use funds already municipally assigned as well as those received through
a grant applied for by Dawn Harwood-Jones.
BACKGROUND
Our goal for the community garden has always been to provide food to those who need
it. For the last 17 years, we have succeeded. Over the years, the program has matured,
and the scope has expanded to provide more availability to MOC residents in the
immediate area as well as a component that includes outlying areas with a focus on
mobility and food security needs.
This goal aligns with that of Growing Friends, an off shoot of Musical Friends that pairs
seniors and shut-in residents with volunteers to provide a meaningful connection
centering around food stability. Part of the program is using the municipal community
garden beds to grow food (and relationships).
DISCUSSION
Council has historically supported the principle of community garden, even in the more
unsuccessful seasons. Now, the community garden is evolving into what it was meant to
REPORT TO:
Municipal Council
MEETING DATE: April 29, 2021
SUBMITTED BY: Jennifer Webber, Communications Officer
SUBJECT: Community Garden
ORIGIN:
2 Request for Decision-Direction
be: a community resource that provides value to residents in terms of promoting food
security and independence.
During a time when anxiety is running high, our community garden has also provided a
safe social outlet and a means to bolster spirits. Growing Friends has done wonderful
work in this regard and has offered to work with us again. If we are permitted to expand
the garden, their volunteers have offered to prepare and construct the additional beds
as well as purchase some materials if needed. Regardless of approval, a work party is
organized for later in May for clean up.
IMPLICATION
Policy
Financial/Budgetary
The cost of expansion is well within the money budgeted for the community garden for
2021-22. Growing Friends will provide all of the labour needed to build eight beds as
well as fund associated programming.
Environmental
Strategic Plan
Work Program Implications
Has Legal review been completed? ___ Yes ___ No X N/A
OPTIONS
1) Approve the use of municipal property for eight more vegetable beds (five low
and three high).
2) Not approve the expansion of the community garden.
ATTACHMENTS
COMMUNICATIONS (INTERNAL/EXTERNAL)
PROCLAMATION
LYME DISEASE AWARENESS MONTH
May 2021
WHEREAS Lyme disease is a serious illness caused by the bite of a black-legged
tick infected with the bacterium Borrelia burgdorferi: and
WHEREAS black-legged ticks carrying a variety of diseases or illnesses can now
be found in all parts of Nova Scotia; and
WHEREAS awareness, education and practicing preventative measures, such as
daily tick checks and proper tick removal, can help reduce your chances of
contracting tick borne diseases;
THEREFORE, be it resolved that I, Warden Allen Webber, on behalf of the
Municipality of the District of Chester, do hereby proclaim May 2021 as “Lyme
Disease Awareness Month”.
Dated at Chester, Nova Scotia this 29th day of April 2021.
_____________________________
Warden Allen Webber
P a g e | 2
The natural world is a beautiful place, and not always the friendliest place around.
Could be why we spent thousands of years making it so we didn’t have to go
outside. One such danger is Lyme Disease, and for those who spend time out in
the wild (especially campers and hunters) it’s a danger they face every time they
get an unwanted passenger in the form of a tick. Lyme Disease Awareness Month
reminds us to be vigilant, and to spread awareness to help save lives.
History of Lyme Disease Awareness Month
Lyme disease is a potentially life-altering illness that is caused by bacteria
transmitted from the bite of a tick. Unfortunately, the incidence of Lyme Disease
is on the rise throughout the Western Hemisphere, as tick populations are
expanding due to climate change. To combat this spread, many people
participate in Lyme Disease Awareness Month, and help educate the public
about the symptoms and cause of Lyme Disease. Many regions and municipalities
organize events and fundraisers to raise funds for research, and people wear
green ribbons or replace their porch lights with green bulbs.
It is important to educate people about Lyme Disease, because it is often
misdiagnosed. Early symptoms can include a rash, fever, headaches and fatigue.
If the disease is left untreated, it can result in joint and heart problems, chronic
pain, and cognitive problems such as difficulties concentrating or remembering
things. As with many diseases, treatment is more effective if Lyme Disease is
diagnosed early. Needless to say it’s absolutely vital that awareness is spread and
people learn how to protect themselves, their families, and their pets from this
potentially dangerous disease.
How To Celebrate Lyme Disease Awareness Month
If you have nature lovers in your family, make sure that they’re aware of the
dangers involved with being bitten by ticks. Educate yourself and those you love
about how to dress to minimize tick bites, as well as what to do when one is
received, and what to watch out for that may indicate early signs of Lyme
Disease.
The natural world is a wonderful place and we all want to be able to get out and
spend more time in it, make sure you educate your friends and family on how to
do it safely. Lyme Disease Awareness Month is the perfect time to organize flier
campaigns, and remind everyone to be just a little more alert for ticks.
Emergency Assistance Fund 2020 - 2021Updated April 14, 2021Requested ApprovedDate ApprovedRequested Approved Requested ApprovedNew Ross Regional Development Society500$ 500$ 25-Feb500$ GroupsFHCS Grade 12 Prom2,500$ -$ Option BPANDEMICRESPONSETOTAL500$ 500$ --$ -$ 2,500$ -$ 500$ Total Funds Requested500$ -$ 2,500$ Total Funds Approved500$ -$ -$ 500$ January February MarchTOTAL APPROVED
REQUEST FOR DECISION
Prepared By: Erin Lowe, Senior EDO Date April 22, 2021
Reviewed By: Date
Authorized By: Date
CURRENT SITUATION
Economic Development staff have received two requests for economic development sponsorships for
events happening this June. Due to the timing of the events, economic development staff are requesting
pre-budget approval to ensure that the organizations receive the funds in time.
RECOMMENDATION
Pre-budget approval of $800 for economic development sponsorships for:
Swing for Shoreham Golf Tournament happening on June 18 ($700 hole sponsorship request)
Golf 4 Charity event happening June 21 ($100 sponsorship request)
BACKGROUND
Typically, each fiscal year, Council has an Economic Development Sponsorship fund ($6,000) to sponsor
events or initiatives within the municipality that are designed to help achieve Council priorities and
generate local economic development benefit in one or more of the following areas:
Supporting business growth and employment.
Increasing visitor attraction.
Promoting the municipality to residents and visitors.
Sponsorship is a form of marketing in which organizations pay to be associated with certain events.
Additionally, sponsorship provides community relations benefits by increasing visibility and recognition as
a good community partner.
Organizations are recognized as good community citizens when they support initiatives that assist groups
that benefit or improve the quality of life and/or programing in their community.
Sponsor opportunities are evaluated by the following criteria:
Relevance to the community.
The Municipal logo must be displayed on some marketing of the event.
The audience should be significant in size or targeted.
REPORT TO: Council
SUBMITTED BY: Corporate & Strategic Management
DATE: April 29, 2021
SUBJECT: ED Sponsorship
ORIGIN: Sponsorship Policy, P-87
2 Information Report
DISCUSSION
Both sponsorship requests fit our eligibility criteria for the fund and have been sponsored through the
fund in the past.
IMPLICATIONS
Policy
Sponsorship P-87
Financial/Budgetary
Pre-budget approval is required for $800.
Environmental
None
Strategic Plan
Goal 6- Promote conditions conducive to fostering economic prosperity.
Work Program Implications
None
OPTIONS
1. Pre-budget approval for $800 for the two sponsorship requests.
2. Do not approve.
ATTACHMENTS
Golf 4 Charity Sponsorship Request
Swing for Shoreham Sponsorship Request
1
Erin Lowe (she/her)
From:Sue Newhook, Event Coordinator, Swing for Shoreham Golf Tournament
<notifications@eventmail.birdeasepro.com>
Sent:February 19, 2021 5:00 PM
To:Erin Lowe (she/her)
Subject:#External: Swing for Shoreham Golf Tournament 2021
Greetings golfers -
Incredibly, it will soon be one year since the World Health Organization made the shocking announcement that
coronavirus was a global pandemic. We were all beckoned back home and then told to “stay the blazes home” and 12
months later we are still here. While being “home” has been difficult socially for most of us, imagine for a minute those
in our community who have truly never left home over the past year.
Shoreham Village has been the only place many people have known since March. Isolation for them has meant months
of not seeing or hugging loved ones and at times, not even seeing friends who lived on other wings of their home. The
extraordinary staff at Shoreham Village have gone above and beyond to help our residents feel connected, entertained,
active and healthy during these trying times. Now it’s time for those of us who can, to get out, reconnect with each
other and do what we can to support the diligence of our staff and celebrate their commitment to making our resident’s
lives the best they can be even during such traumatic circumstances. They need our help now in innumerable ways.
The Chester Golf Club is booked and ready to roll for the 10th annual (1st Covid-resricted) Swing for Shoreham Golf
Tournament Fundraiser on Friday, June 18. Registration is now open! We missed you last year, and can hardly wait to
see you again in June. Let’s do it for the wonderful people who make their home at Shoreham Village.
Click HERE to register for golf or become a sponsor or donator now. Please call Event Coordinator, Sue Newhook, at 902
223 5052 for more information, if needed.
Gratefully,
The Shoreham Village Foundation Board of Directors
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REQUEST FOR DECISION/DIRECTION
Prepared By: Kavita Khanna, P.Eng. Date April 23, 2021
Reviewed By: Christa Rafuse, P. Eng. Date
Authorized By: Dan McDougall, CAO Date
CURRENT SITUATION
The Municipality of the District of Chester contains approximately 35km of Provincially
owned J-Class roads. There is a J-Class Road paving program which provides a 50/50
cost share between MODC and NS transportation and Active Transit (NSTAT), formerly
known as NSTIR, for paving of J-class roads within MODC. The Municipality of the
District of Chester submitted a candidate lists to NSTIR for 50/50 cost share between
MODC and NSTAT for paving of J-class roads within MODC in Nov 2020. NSTAT
approved two (2) of the ten (10) proposed paving locations.
RECOMMENDATION
It is recommended to Council, by Infrastructure and Operations, that Council:
Approve an expenditure not exceeding $86,500 + HST MODC’s estimated portion for
paving J-class roads in the Municipality.
FUNDING BACKGROUND
MODC currently contributes annually ($196.8K in 2020/2021) to the Provincial
Government towards routine maintenance (excluding paving renewals) of J-Class roads.
To effectively maintain J-Class roads, an aggressive paving renewal program is required.
The J-Class Road paving program provides a 50/50 cost share between MODC and
NSTAT for paving of J-class roads within MODC.
NSTAT’s maximum annual contribution through the J-Class paving program is typically
$2.0 million province wide, however, in the 2020/2021 Provincial Budget.
MODC has approximately 2.1% of provincial J-class roads. NSTAT have approved J-
class road paving project in MODC valuing $173,000 ($86,500 cost shared) which is
approximately 4.3% of total provincial funding.
REPORT TO: Municipal Council
SUBMITTED BY: Engineering & Public Works Department
DATE: Apr. 23, 21
SUBJECT: J-Class Road Paving (2021)
ORIGIN: J-class road paving program
2 Request For Decision
DISCUSSION
Provincially owned J-Class roads are generally described as those provincially owned
subdivision roads classified by NSTAT as “J-Class”. There are approximately 35Km
(2.1% of provincial total) of J-Class roads in the municipality including major and minor
collector roads, and various local roads.
MODC Staff prioritized the J-Class road paving in MODC. To determine priorities, multiple
criteria was used including the condition of the road; Executive priority (council directive,
strategic desired route, etc.); the number of residents and businesses that use the road;
and the street class (dead end, local through street, collector, etc.).
In Nov 2020, MODC submitted to NSTAT, a candidate list containing ten (10) streets
where paving was desired. The streets requested were:
1 Pleasant Street (portion of)
2 Union Street (portion of)
3 Pig Loop Rd
4 Adams Road
5 Brunswick Street
6 Myra Road
7 Stevens Road
8 Walker Road (portion of)
9 Smith Road
10 Valerie Avenue
In April 2021, NSTAT notified MODC that two (2) of the requested Roads were accepted.
These were:
Pleasant St, from Central st. to King st.
Union St, from Brunswick st. to King st.
Funding for the J-class paving program is through the gas tax. The MODC 2021/2022
approved capital budget allocates $550K to the J-class paving program. The estimated
cost (MODC’s portion only) as provided by NSTAT for paving the two (2) approved streets
is $86,500 plus HST leaving a surplus of approximately $463,500K net HST.
IMPLICATIONS
Policy
N/A
Financial/Budgetary
The approved MODC Capital Budget includes $550,000 for road rehabilitation funded by
gas tax. The total estimated cost for J-class road paving, subject to council approval of
submission, and NSTAT approval is approximately $86,500 net + HST.
3 Request For Decision
Environmental
N/A
Strategic Plan
1. Maintain a high level of fiscal responsibility;
2. Continually improve public satisfaction with municipal services;
3. Ensure sufficient infrastructure is available to best serve our residents and
businesses;
6. Promote conditions conducive to fostering economic prosperity
Work Program Implications
N/A
OPTIONS
Regarding roads approved by NSTAT for 50/50 Cost sharing
1. Accept the two roads approved by NSTAT for cost sharing
2. Direct staff to gather additional information and return to Council
Attachments
NS Minister approval of additional J-class paving
Paving locations (maps)